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Hey Tamara,
The reminder system is "function-rich" and in my humble opinion benefits
from having an implementor sit down with you and set it up properly. Will
save you buckets of time in the long run.

Gerri and Tony and probably others are experts at doing just this.

Matt C

On 22 Jan 2009 05:33:21 -0000, theequinepractice@gmail.com wrote:
> Hi,
> What is the best wasy to set up the reminders for applicable products? We
> have not made use of this function yet.
>
> Thanks
> Tamara
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>

Firstly you will need to setup the appropriate Reminder Types in Administration -.Types. Most of the fields are pretty self explanatory.

Reminder Interval. Default reminder interval
Cancel Interval. When the reminder should be automatically cancelled.
Sensitivity Interval. User to change the colour on the reminder indicators from green(not due), Due(Orange) , Overdue (red).
Species. Limit reminder to specific species.
Group. Groups reminder types together so they can reset each other. i.e Canine Annual and Canine Puppy Vaccinations are two different reminder types but can belong to same group say Vaccinations so generating a Canine Annual reminder will automatically complete a previous Canine Puppy reminder etc
Templates. Here is where you tell OpenVPMS what document to generate for each reminder you want to send. If you only want to list the reminders (like a phone list) no template information is required or you can print a letter for the first reminder and list subsequent reminders etc.

Once you have your reminder type you simply have to edit your product and on the reminder tab enter the appropriate reminder or reminders you want to generate when you bill out this product.

We have a minor issue with reminders which may be a set up problem, namely that old remonders are not clearing after the procedure has been performed. eg Mr x had his dog vaccinated after recieving a reminder. When you click the reminder button it now shows 1 red overdue reminder for the vaccine he has just had and 1 green reminder for the vaccine due in a years time. What do we need to do to have the old reminders cleared automatically?

I think the issue is you need to make sure that you have your Reminder Type configured with a Reminder Group. All reminder types that have the same Reminder Group will reset each other. This is required even if you have only on reminder type in the group.

Hi All.
We have a minor issue with reminders which may be a set up problem, namely that old remonders are not clearing after the procedure has been performed. eg Mr x had his dog vaccinated after recieving a reminder. When you click the reminder button it now shows 1 red overdue reminder for the vaccine he has just had and 1 green reminder for the vaccine due in a years time. What do we need to do to have the old reminders cleared automatically?
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You are right - we do not have any reminder groups set up at all. I can see the tab for this in Administration Types. What do I do once I have gone to the reminder groups page say for exmple for our "annual vaccination canine" type? The tab is not self explanatory to me. There doesn't seem to be anything I can do here to add a group. Am in in the wrong location?

First you need to make sure you have the necessary Reminder Groups setup.
Look in Administration -> Lookups and search for Reminder group lookups. If
you have none listed then you will need to create some. Typically we would
have Vaccination, Desexing, Worming groups but you may include others such
as Arthritis, Dental etc

Then edit each reminder type in Administration -> Types and on the group tab
you should see the list of groups on the left and select the appropriate
group(s) and move them to the selected area on the right using the arrows.

Cheers
Tony

On 5/02/09 2:53 PM, "clinic@kilsythvet.com.au"
wrote:

> Hi Tony
>
> You are right - we do not have any reminder groups set up at all. I can see
> the tab for this in Administration Types. What do I do once I have gone to the
> reminder groups page say for exmple for our "annual vaccination canine" type?
> The tab is not self explanatory to me. There doesn't seem to be anything I can
> do here to add a group. Am in in the wrong location?
> _______________________________________________
> OpenVPMS User Mailing List
> users@lists.openvpms.org
> To unsubscribe or change your subscription visit:
> http://lists.openvpms.org/mailman/listinfo/users

I have now set up reminder groups. Do I need to run some sort of clean up program to get rid of all the old reminders? Or do I need to change the field in reminder types that is titled Cancel Interval? I'm not sure if this field cancels a reminder altogether or only after it has been sent. As an aside, the reminders report does not seem to change from reminders sent =0 to reminders sent = 1 after a reminder has been printed. Is this because of the lack of reminder groups?

The cancel interval is used by the reminder workspace to work out when
specific reminder types should be automatically cancelled (status set to
cancelled not completed). As some patients have not come in for their
specified reminder you would not want to cancel on masse. You would just
want to cancel those that have been in. This is a more difficult task and
may need some back end manipulation in the database ...

When you run the reminders via the Send All button in the Reminders
workspace it provides a report detailing the no of reminders printed,
listed, emailed and gives you an opportunity to reprint etc. At this
dialogue there is a Update reminders button which tells the system that all
is well and to update all the reminders by incrementing their reminder count
and setting last reminder sent dates. This tells the reminder system how
many reminders have been sent so it can choose different templates and
periods to send out second and subsequent reminders if configured in the
reminder type.

If you are just running the report which lists al the reminders due but
doesn't process them you do not get an option to update.

Either you are doing the later which is not really a reminder run or the
former and not updating the reminders using the button.

Cheers
Tony

On 5/02/09 5:47 PM, "clinic@kilsythvet.com.au"
wrote:

> Hi Tony,
> I have now set up reminder groups. Do I need to run some sort of clean up
> program to get rid of all the old reminders? Or do I need to change the field
> in reminder types that is titled Cancel Interval? I'm not sure if this field
> cancels a reminder altogether or only after it has been sent. As an aside, the
> reminders report does not seem to change from reminders sent =0 to reminders
> sent = 1 after a reminder has been printed. Is this because of the lack of
> reminder groups?
> Ta.
> Jon
> _______________________________________________
> OpenVPMS User Mailing List
> users@lists.openvpms.org
> To unsubscribe or change your subscription visit:
> http://lists.openvpms.org/mailman/listinfo/users

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I found the reminder setup simple at the beginning but would struggle to set it up now. The incredible flexibility of the system means it can be a daunting task to setup as a non-techno type. Can I suggest for other users that are changing their reminder or practice organisation setups, that investing in afew hours of an implementor to come out (Geri or Tony) is the best money we spent.... We only had to consult for afew hours to pay for what saved us days of frustration....

I think you have setup your reminder types but they do not have any templates attached so the reminder system knows theres a reminder due but has no idea what you want to send the customer/patient. Templates define the letter that will be generated by reminder count, how long after they were due they will be sent and if you you want to list only rather than print/email letter (a phone list option).

This will send a first reminder letter on the due date of the initial reminder, a second reminder 30 days after the due date of the initial reminder and then print the reminder details on a report 60 days after the due date of the initial reminder. The later will show up as list in the reminder workspace. The two former ones will show up as Post or Email dependent on the customers prefered mode of communication.

Of course you can setup each reminder differently and have as few or as many reminders sent as you believe necessary.

Once setup the reminder Workspace just needs a date range and it will calculate what to do based on this information.